13th May APM
Minutes Of The Annual Lutton Parish Council Meeting Held At Lutton Village Hall on 13th May 2019
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr E Saxton, Cllr J Wilkinson, Cllr E Woodhouse, Cllr K Jordaan, Cllr A Ludlam, 2 public members and Mrs C Matthews (Parish Clerk).
Public Forum
Items raised by public members:
None.
1. To Elect A Chairman 66.19
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and resolved.
2. Chairman’s Declaration Of Acceptance 67.19
The Chairman signed a declaration of acceptance.
3. To Elect A Vice Chairman 68.19
It was proposed to elect Cllr E Saxton as Vice Chairman, this was seconded and resolved.
4. To Receive Declarations Of Acceptance From All Councillors 69.19
All Councillors signed declarations of acceptance.
5. Apologies For Absence (with reasons) 70.19
None.
6. Declarations Of Interest 71.99
None.
7. Signing Of The Minutes 72.19
Notes from the meetings on 15th April 2019 were taken as read and the council resolved to accept them as minutes.
8. Elect A Personnel Panel 73.19
The Council resolved to elect Cllrs J Wilkinson, E Saxton, E Woodhouse, K Jordaan & A Ludlam as the personnel panel.
9. Elect Working Parties For The Following 74.19
Finance
Allotment
Cemetery
Play & Open Areas
It was resolved that all Councillors are elected to all working parties.
10. Review The Following 75.19
Documents & Policies
Policy Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, September 2018, September 2019
Financial Regulations, June 2014, September 2018, September 2019
Code of Conduct, September 2014, September 2018, September 2019
Communications, April 2015, June 2018, June 2019,
Complaints, April 2015, June 2018, June 2019
Data Protection, April 2015, June 2018, June 2019
Data Protection GDPR 2018,May 2018, June 2019
GDPR Subject Access Request Procedure, May 2018, June 2019
GDPR Data Breach Policy, May 2018, June 2019
GDPR Retentions Policy, May 2018, June 2019
GDPR Privacy Notices, May 2018, June 2019
Discipline & Grievance, September 2014, September 2018, September 2019
Equal Opportunities , April 2015, June 2018, June 2019
Expenses, September 2014, September 2018, September 2019
Freedom of Information, August 2014, July 2018, July 2019
Grant Awarding, April 2015, June 2018, June 2019
Health, Safety & Security (Clerk),August 2015, August 2018, August 2019
Lone Working, August 2015, July 2018, July 2019
Media, April 2015, July 2018, July 2019
Personnel Panel Terms of Reference, August 2015, July 2018, July 2019
Publication Scheme, August 2015, July 2018, July 2019
Recording of meetings, November 2015, November 2018, November 2019
Risk Management Policy, August 2015, July 2018, July 2019
Sickness & Absence, September 2014, September 2018, September 2019
Cemetery Fees, October 2014, October 2018, October 2019
Cemetery Guidelines, October 2014, October 2018, October 2019
The Council resolved to continue reviewing policies throughout the year.
Risk Assessments
Risk Assessment, Adoption Date, Last Review Date, ReviewDate
Master Risk Assessment, August 2015, July 2018, July 2019
Allotment Rent Payment, April 2015, March 2019, March 2020
Cemetery, April 2015, March 2019, March 2020
Finances, July 2015, September 2018, September 2019
Football Club, April 2015, As required
Play Area & Field, April 2015, March 2019, March 2020
War Memorial, April 2015, March 2019, March 2020
The Council resolved to continue reviewing risk assessments throughout the year.
Council Representation On External Bodies
External Body, Representative, Review Date
Blanks Charity, Cllr E Atkinson & Cllr J Reeve, February 2019
Resolve on new representatives for Blanks Charity
The Council resolved for Mr Edward Atkinson to continue as the main representative and for Cllr J Wilkinson to be the second person to work on the Lutton Blanks Charity.
Inventory Of Council Land & Assets
See Asset Register. All Councillors given a copy of asset register.
Insurance Cover
October 2017 – 3 year term with Came & Co. (Ecclesiastical)
Current year expires 10th October 2019
Councils Membership With Other Bodies
Other Bodies, Review Date
LALC, March 2020
Information Commissioners, November 2019
ICCM, March 2020
The Council resolved to continue these memberships.
11. Financial Matters 76.19
Items for payment under Sec 137
None.
Accounts for payment
15/04/19, LALC, Annual Training Scheme, 101666, £ 115.00
15/04/19, Internal Auditor, Internal Audit, 101667, £ 60.00
28/04/19, C Matthews, Wages April, s/o, £ 583.44
13/05/19, J Chadwick, Ground maintenance, 101668, £ 812.67
13/05/19, C Matthews, Expenses May , 101669, £ 30.41
The council Resolved to make the above payments as put before them.
Money in
25/04/19, Allotment holder, Allotment rent, 100398, £ 327.80
25/04/19, Allotment holder, Allotment rent, 100399, £ 699.00
25/04/19, Allotment holder, Allotment rent, 100400, £ 65.56
12. Chairman's Remarks 77.19
The Chairman welcomed the new Council.
13. Police Matters 78.19
None.
14. Clerks Report 79.19
All correspondence from the previous meeting has been dealt with and reply’s sent where needed. Additional income received – SHDC precept.
Memorial request – added to Item 18.
Application for co-option – to be discussed in closed session.
15. Receive Reports From District And County Councillors 80.19
None.
16. Correspondence 81.19
Barclays – Bank statement
SHDC – Electorate monthly update
ICO – Newsletter (Circulated)
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
SHDC – Election notices
Lincolnshire Police – PCSO attendance to Parish Council meetings
LALC – Service Level Agreement (circulated)
Came & Co – Spring Newsletter
17. Planning Matters 82.19
Update on previously discussed applications:
H12-0265-19 Mr Barwell, Siting of 2 static caravans to house up to 4 seasonal workers, Dear Love Gate, Lutton. SHDC decision : Approved
Applications : (All applications circulated on receipt)
H12-0411-19 Mr D Hagen, Use of former domestic shed for storage of tyres in relation to ‘Tyre Services Business’ (Retrospective) (Comments by 21st May) The Council resolved to make no comment on this application.
18. To Discuss Cemetery Matters 83.19
Discuss Hedge & Ground Maintenance
The yew tree has been cut back at the entrance on Lowgate.
Discuss new memorial application.
The Council resolved to give approval for this application as it meets all guidelines.
Resolve on parish drive through with Highways representative.
The Chairman and the Clerk to meet with Highways. Clerk to arrange some dates.
19. Highways & Footways 84.19
Update on outstanding matters:
Hedging encroaching on Lutton Bank –information on to Country Cllr P Coupland. Clerk to chase up.
To report any new matters:
Public footpath at Lutton Bank to Colleys Gate is overgrown. Clerk to report.
20. Allotments 85.19
None.
21. Play/Open Areas 86.19
Resolve on distribution of park questionnaire postcards
The Council resolved to postcards to be delivered to all homes in the main village area and Lutton Gowts up to The Mill. Councillors to meet on 15th June at the village hall car park at 10am.
8.03pm Cllr D Wilkinson left the meeting.
8.05pm Cllr D Wilkinson returned to the meeting.
Discuss updated ground maintenance schedule
This was discussed. To be re-discussed at next meeting.
22. Update On Parish Clock 87.19
Resolve on scaffolding / clock face painting quotes.
Due to some altered details from the clock painter the scaffolding quote has increased. The Council discussed this and previous quotes. The Council Resolved to accept the updated quote (which includes scaffolding and painting of clock face) from Cedar Steeplejacks, as they are very experienced and have worked on the Church before.
Clerk has contacted the diocese to enquire if a faculty is needed for this work.
The Clockwise Restorations company are visiting on 16th May 2019 to repair the clock hand from inside the tower.
23. Pavilion 88.16
Update on quotes for demolishment
Ongoing.
Update on electric supply removal
Western Power are attending on 24th May 2019 to remove the electrical supply.
Update on water supply removal
The Council Resolved to accept a quote from KG Construction to remove the water supply and move it to a tap at the edge of the field.
24. Receive Report From South Holland Parish Voluntary Car Scheme 89.19
The Council discussed this report, showing usage in 2018. The service is frequently used and therefore is an appropriate use of public funds.
25. To Complete Section Two - Annual Governance And Accountability Return (AGAR) 2018-19 (circulated) 90.19
The Council completed Section 2 of the Annual Return. The Council Resolved to approve of this Section and it was signed by the Chairman and the Clerk.
26. Items For Future Agendas 91.19
Garden waste weekend collection service throughout summer.
27. Date Of Next Meeting 92.19
17th June 2019
28. To Resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 93.19
This was proposed, seconded and resolved.
29. To Discus Staffing And Administration 94.19
Application for Co-option
The Council discussed the application for the current vacant position. The Council resolved to accept the application.
There being no more business the meeting closed at 8.50 pm.